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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara

General Site and Contract Supervision Manual

November 2007

Annex A3-1
Standard Format Draft in English, Translate into Romanian
Report No.
(same number as the proforma)

DESIGN REVIEW and /or APPROVAL REPORT

Contract Name.
Contractors Submittal Name..
Report Prepared by :
Issued to:
1.

Date

2.

3.

4.

5.

The Proforma Design Review and /or Approval Interim Report cover sheet forms an integral part of
this Report and shall be read with this Report. Particular attention shall be given by all Parties to the
need for compliance with Contractual dates.

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

Executive Summary
The Contractor submitted his design for the above portion (or in the unlikely event, state the Whole)
of the Works for approval under the Contract.
The Engineer initially conducted a brief preliminary overview to establish whether the submittal was
submitted substantially in accordance with the provisions of the Contract. He concluded that (choose
one and delete the other two)

(1) detailed review should be undertaken, the results of which are presented in this
Report. The Engineer issued a copy of the Contractors submittal to the Employer for
review in parallel.
(2) the submittal was significantly non-responsive, by the omission of considerable detail
that in the opinion of the Engineer would prevent a proper appraisal to be undertaken.
The Employer agreed with this assessment. The Engineer therefore rejected the submittal,
a copy of the rejection letter having been copied to the Employer.
(3) the submittal related to a portion of the Works, but in the opinion of the Engineer, the
design impacted on other aspects of the Works preventing a holistic appraisal and
assessment of consequential effects of the design as submitted on other areas of the
Works. The Employer agreed with this assessment. Accordingly, the submittal was
rejected and the Contractor was requested to remedy the omission.

If option (2) above is applicable, then there should be nothing further to include in this report.
If option (3) above is applicable, then there should be nothing further to include in this report,
because the Engineers response to the Contractor will detail all that is wrong with the submittal and
that letter is copied to the Employer.
If option (1) is applicable, then the Report shall continue as shown below.
Following detailed review, the Engineer considers that (choose one and delete the other two)

(4) the submittal complies with the requirements of the Contract and may be accepted without
reservation. Accordingly, the Engineer invites the Employer to endorse the attached Interim
Design Report before the Engineer notifies the Contractor; the Employer having already
confirmed his comments on the submittal to the Engineer.
(5) the submittal does not comply with the requirements of the Contract in all respects, but
that qualified acceptance may be given. The qualifications are detailed in Appendix 1. The
qualifications are not significant enough to reject the submittal outright, and the qualified
acceptance will enable the Contractor to proceed with certain areas of the work so that any
potential delay to the programme is minimised. Accordingly, the Consultant invites the
Employer to endorse the attached Interim Design Report before the Engineer notifies the
Contractor; the Employer having already confirmed his comments on the submittal to the
Engineer.
(6) the submittal is unacceptable, and should be rejected. The reasons for the rejection are
detailed in Appendix 1. Accordingly, the Consultant invites the Employer to endorse the
attached Interim Design Report before the Engineer notifies the Contractor; the Employer
having already confirmed his comments on the submittal to the Engineer.
Subject Matter of the Design Submittal (chose one or other version, delete the other)
The Contractors submittal is for
Conceptual Design for ..state scope.
Preliminary Design for ..state scope.
Detailed Design for ..state scope.

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

Documents Forming the Design Submittal


The documents comprising the design submittal are listed in the Contractors letter dated
.and in Appendix A3-1.2.

Initial Review by the Engineer


The Engineers Team conducted an initial review, which was directed at ensuring that the
submittal was sufficiently complete to facilitate a detailed review of the Contractors
objective and subject of the submittal. This included a preliminary appraisal of the matters
that would require to be examined, relevant contractual provisions relating to the scope of the
submittal, and whether there were any material omissions that would prevent a full review.
The results of this initial review are detailed in Appendix A3-1.3.
The Engineer concluded that the extent of detail provided sufficient data to make the
submittal worthy of detailed review.

Conceptual Design
The Contractor has/has not (delete as appropriate) modified his approach to the design
objectives, compared to his accepted Tender and which forms part of the Contract.
Choose one of the following and delete the other two.
(7) This submittal has not been subject to a Value engineering study. It should be noted that
the decision to refer it to such a study is for the Contractor to make, or for the Employer to
request a Variation to the Contract.
(8) The scope of this submittal has been subjected to a Value Engineering study that has been
previously approved by the Employer and the Engineer under Design Review Report Number
..(enter number)
(9) This submittal is in respect of a Value Engineering proposal, and has been treated as a
design submittal so that the proposal is properly assessed.
The elements of the design that have been identified and studied include:

Process design including analysis of what if operational scenarios


Operational Considerations, both during construction and after Completion, for
o Minimal disruption to the existing operational function, and
compliance with specified requirements in respect of
temporary shutdowns
o Access and maintenance
o Running costs
Ground Conditions, where relevant
Sufficiency of survey data especially where reuse of existing facilities are involved.
Adequacy of intended works to rehabilitate existing elements for reuse.
Adequacy of appraisal by the Contractor of the situation in respect of use of any
Free Issue materials provided by the Employer
Safety during construction and on completion including HAZOPS where relevant.
Environmental Considerations
Future extensions

Detailed summaries are contained in Appendix A3-1.4. The Engineer concludes that the
conceptual design is is/not acceptable. (Delete as appropriate)
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November 2007

Detailed Design
The elements of the design that have been identified and studied include the same headings as
for Conceptual Design, plus further elements including
detailed building/civil/structural design
detailed mechanical design
detailed electrical and SCADA design
reappraisal of conceptual design where relevant
Detailed summaries are contained in Appendix A3-1.5. The Engineer concludes that the
detailed design is is/not acceptable. (delete as appropriate)

Risk Analysis
A risk analysis has been carried out, as shown in Appendix A3-1.6. The Engineer concludes
that the submittal (choose one, delete the other two)
(10) carries no additional risk compared to what is normal for a Project such as this.
(11) carries some risk which the Engineer considers is acceptable in all the
circumstances. Where relevant as construction proceeds, the Engineer may elect to
direct the Contractor to undertake further survey, revise his programme, or submit
more detailed information, so that the perceived risk is managed to the extent that is
practicable
(12) carries unacceptable risk and for this reason the design submittal should be
rejected or the approval qualified.

Environmental Impact
There is no perceived adverse Environmental Impact compared to the tender situation.
Change only if this statement is not true, and then the impact is considered as a risk identified
in section 6 above)

Costs
Capital Costs The submittal has no impact on the Contract Price, and therefore no financial
Variations are required. (Change as required only if the submittal is subject to GCC clause 13
but not incidental day work)
Operating Costs The submittal does not appear to result in operating costs that will exceed
the guaranteed provisions in the Contract. (Note that it is assumed that the Contractor will
have sorted this out before submittal. But if not and the costs are considered to be too high,
then it will be a case of rejecting, or giving qualified acceptance to the design and the
Contractor will have the choice of disputing the assessment and/or resubmitting in part or in
whole.)

Programme
This will need a statement on the actual situation. The primary objective is to say that the
approved programme is not affected, if it is possible to say that. Be very careful about the
comments here if the report is a Value Engineering study. Keep to a few lines.

Conclusions and Recommendations


As needed, no more than 3 lines.

List of Appendices:
Appendix 3-1.1 Qualified Review and /or Approval or Rejected Design Submittal
Appendix 3-1.2 List of Documents Comprising the Design Submittal
Appendix 3-1.3 Initial Review of Design Submittal
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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

Appendix 3-1.4 Detailed Summary of Conceptual Design Considerations


Appendix 3-1.5 Detailed Summary of Detailed Design Considerations
Appendix 3-1.6 Risk Analysis Relating to Design Proposals

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General Site and Contract Supervision Manual

November 2007

APPENDIX 3-1.1
Qualified Review and /or Approval or Rejected Design Submittal
Detail in the hereunder form the exact reasons for a qualified review and/or approval or a rejection.
The form can be attached to the letter from the Engineer to the Contractor.
Contractors Documentation Review Form
Contractors Document Number:
Reviewed
Reviewed with comments
Not complied with the Contract
Incomplete documentation
For information

(Name of key expert)

Reviewed to establish conformity with the general design concept for the project. This review does not
relieve the Contractor of responsibility for the design, conformity with the terms of the contract
documents, correct details and fit of parts when erected. The work shall proceed only if the Engineer
has reviewed or has reviewed with comments the documentation or drawing.
Document Name or Drawing Title:
Document/Drawing No(s).

Revision No(s).

Dated

Comments:

Engineers Team Leader:


By: ____________________

Date:

S.C. APA PROD S.A. Deva General Director Approval:


By: ____________________

Date:

Received by Contractor:
By: ____________________
cc:

Date:

CFCU Bucharest

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

APPENDIX 3-1.2
List of Documents Comprising the Design Submittal
See Guidance Notes

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

APPENDIX A3-1.3
Initial Review of Design Submittal
See Guidance Notes
Comprises a check list relative to the contract documentation, and a brief but careful overview to
examine the apparent quality. Add to standard list below as required for particular Contract, the
relevant items which are the subject of the Contractors submittal, and any other relevant
circumstance.
Ref

1
2
3
4
5

Clause
GCC/
Spec
PCC
5.1
5.1
5.2
5.2
5.2

Requirement

Approval of Designer
Notice of error
Language English
Notice for review/approval given
Notice to state:
Contractors Document is ready
a) For review, and if specified
b) For approval
c) In accordance with GCC
5.2
d) For use
Document
complies
with
Contract
Extent of non compliance

Submitted
Y/N/NA
Date or
Comment

Accept/
Reject
(A/R)

Comment
or
Clarify with Contractor
Should be prior

6
7
8
9
10
11
12

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

APPENDIX A3-1.4
Detailed Summary of Conceptual Design Considerations
Note Where a particular heading does not apply to the design under review, then enter Not
Applicable against that heading.
1. PROCESS
2. OPERATIONAL CONSIDERATIONS
2.1.

Effect on Existing Operation during Construction

2.2.

Long Term

2.3.

Access and Maintenance

2.4.

Running Costs

3. GROUND CONDITIONS
4. SUFFICIENCY of DESIGN DATA including SURVEY DATA
5. ADEQUACY OF PROPOSALS FOR CONSTRUCTION OR REHABILITATION
5.1.

STRUCTURES

5.2.

BUILDINGS

5.3.

MECHANICAL

5.4.

ELECTRICAL

5.5.

PIPELINES

5.6.

OTHER

6. FREE ISSUE MATERIALS


7. SAFETY
7.1.

IMPACT OF DESIGN ON CONSTRIUCTION

7.2.

ON COMPLETION

7.3.

HAZARD

8. ENVIRONMENTAL CONSIDERATIONS
9. FUTURE EXTENSIONS

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

APPENDIX A3-1.5
Detailed Summary of Detailed Design Considerations
Note Where a particular heading does not apply to the design under review, then enter Not
Applicable against that heading.
1. PROCESS
1.1.

Process Description and Calculations

1.2.

FDS Functional Design Specification

1.3.

Hydraulic calculations

1.4.

P & I Diagram

2. OPERATIONAL CONSIDERATIONS
2.1.

Effect on Existing Operation during Construction

2.2.

Long Term

2.3.

Access and Maintenance

2.4.

Running Costs

3. GROUND CONDITIONS
4. SUFFICIENCY of DESIGN DATA including SURVEY DATA
5. ADEQUACY OF PROPOSALS FOR CONSTRUCTION OR REHABILITATION
5.1.

STRUCTURES

5.2.

BUILDINGS

5.3.

MECHANICAL

5.4.

ELECTRICAL

5.5.

PIPELINES

5.6.

OTHER

6. FREE ISSUE MATERIALS


7. SAFETY
7.1.

IMPACT OF DESIGN ON CONSTRUCTION

7.2.

ON COMPLETION

7.3.

HAZARD

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

8. ENVIRONMENTAL CONSIDERATIONS
9. FUTURE EXTENSIONS
10. DETAILED CIVIL DESIGN including GENERAL ARRANGEMENTS
11. DETAILED PIPELINE DESIGN
12. DETAILED TUNNEL DESIGN
13. DETAILED STRUCTURAL DESIGN
14. DETAILED MECHANICAL DESIGN
15. DETAILED ELECTRICAL DESIGN
16. DETAILED SCADA & CONTROL DESIGN
17. REAPPRAISAL OF CONCEPTUAL DESIGN with respect to DETAILED DESIGN

Note In all cases, the review shall be conducted against the Contract to ensure compliance with the
Contract requirements including any specified Performance Guarantees and issued Variations.

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Technical Assistance and Supervision for ISPA Contracts in Deva - Hunedoara


General Site and Contract Supervision Manual

November 2007

APPENDIX A3-1.6
Risk Analysis Relating to Design Proposals
Summary
Ref

HAZARD

1
2
3
4
5
6
7
8
9
10

Insufficient site data


Interface with Ops
Difficult structure
Difficult structure
Free Issue Material

RISK

APPLICABLE
Yes/No

ACCEPTABLE
Yes/No

Inappropriate design
Safety
Programme
Unknown Condition

Above are examples only

Comments on Perceived Risks


Risk 1.
Risk 2.
Risk 3.

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